Administrative Assistant

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Office Of The Special Envoy Of The Secretary-General On The Great Lakes Region

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Application deadline 2 years ago: Wednesday 4 Aug 2021 at 23:59 UTC

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This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.


The salary for this job should be more than 1,624 USD.

Salary for a G-5 contract in Nairobi

The salary of a G-5 depends on the duty station. The minimum salary there is 209,927 KES (~1,624 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

More about G-5 contracts.

Org. Setting and Reporting This position is in located in the Office of the Special Envoy of the Secretary-General for the Great Lakes Region in Nairobi.

The incumbent reports to the Administrative Officer. Within delegated authority, the incumbent will be responsible for the following duties:

Responsibilities Human Resources Management:

•Enters, maintains and certifies administrative data and records for time and attendance, etc. in electronic information systems. •Liaises with RSCE and OHR in regard to staff entitlements, as and when required. •Provides support and advice to staff with respect to administrative procedures, processes and practices, by liaising with RSCE and OHR. •Maintains and reviews organizational staffing tables; prints and reviews reports. •Provides administrative support to ongoing recruitment processes in the Office.

General Administration:

•Responds or drafts responses to routine correspondence and other communications; •Prepares and processes administrative requests/documents (e.g. requisitions, purchase orders, travel requests including processing of TA, security clearance and visas for staff members, etc.); •Supports the preparation of workshops and missions, and assists in putting in place all the necessary logistical and planning arrangements (visa/venue/accommodation/tickets/DSA/ground transportation). •Takes notes during substantive meetings including preparation of minutes of meetings; •Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work units; •Reviews, records, distributes and/or processes mail and other documents; Follows-up on impending actions, updates and maintains large distribution lists; •Prepares and distributes various materials, reports, where possible using electronic formats; •Performs general administrative tasks other related administrative duties, as required, e.g., operational travel programme, physical space planning, organizing and coordinating administrative arrangements for seminars, conferences and translations. •Coordinates shipment arrangements, courier services etc., and ensures smooth and efficient information flow within the unit; •Maintains files (both paper and electronic) and databases for the Units and handle sensitive and confidential material. •Proofreads documents and edits texts for accuracy; •Perform other duties as assigned, including support to substantive staff as needed.

Competencies PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education High school diploma or equivalent is required. Supplementary training in administration, human resources, or a related field is desirable.

Work Experience A minimum of five (5) years of progressively responsible experience in administration, support to human resources-related tasks, general office support or related area, is required. Experience in Umoja or similar Enterprise Resource Planning platform, is desirable. Experience with the United Nations, or another comparable large organization and its administrative and financial rules and regulations is desirable. Experience in using Microsoft 365 and MS Teams is required.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French is desirable.

NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of "confident" in two of the four areas.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice This position is temporarily available until 30 July 2022 and is subject to availability of post/funding.

The duration of this Job Opening will be three hundred and sixty-four days (364 days) only.


This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.


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